Online Billing module

Our Online Billing module allows users or management to record rental time against schedules, which can be invoiced immediately.  Online statements are visible to management and users.  Electronic payments can be accepted, but are not required.  Various rules can enforce balances and currency. 

 Benefits of Online Billing:

• Ease burden on staff by automating invoicing and payments 
• Increase accuracy of rental invoicing by recording time against schedules and using reconciliation screen to identify gaps and overlaps
• Better control over customer balances
• Manage pilot currency and scheduled maintenance through timely meter entries
• Minimize scheduling abuse through custom pricing rules, such as minimum daily charge or no flight charge
• Enhanced reporting capability for management and accounting
• Increased access and visibility to data entry and reports through web and Smart Phone interfaces
• Single point of entry to reduce errors and increase efficiency

Some of the features that support the above benefits are:

• Smart Phone user interface for time entry, payments, statements
• Electronic payments supported: credit card, eCheck, ACH, PayPal with option to invoice customer payment fee to help mitigate cost of these payment methods.  
• Preflight screen (through web or Smart Phone) combines pilot status (e.g. currency, dates), aircraft status (e.g. squawks, scheduled maintenance), and instructor status.  Preflight status, which is visible to management on the schedule, can also be used to determine if a user may not be showing up for the flight.
• Various customer management options: (a) option to suspend scheduling over credit limit, (b) option for customers or management to invoice and pay immediately after flight (rather than building up large balance at end of month); (c) various options for balance and postflight redirects and reminders
• Automated dues invoicing and batch assessments. 
• Several available screens and reports for summarizing the data as well as option to define custom reports
• Optional download to Quick Books Desktop (Pro) or Quick Books Online (Plus or Advanced) for tax accounting and other management reports available in Quick Books
• Fuel credits can be configured in 2 different ways (a) entry by users going to approval queue for possible reversal, (b) entry by management
• Several configuration options to customize process to fit your business needs. Custom rules can be used to automate invoicing of a minimum charge for long schedules.
• Optional instruction invoicing, owner statements, or sales tax

Click for Online Billing slideshow from 2025

Below are print screens of the postflight dialog. 

The first screen captures the billing meter (and the maintenance meter if using Scheduled Maintenance) as well as other fields, some of which are customizable.  In the screen below, the oil and fuel fields are customizable by organization.

The calculate button will display the screen below, which shows the proposed transactions for the entries that were made.  If the entries do not look correct to the system, it will display some warnings.  If everything looks good, you click 'Save Entry' to save the entry and invoice the rent.

This will take you to the final screen where you can add fuel receipts and make a payment (if your organization is configured for those things).  

The system keeps a running balance of each customer account.  Below is the management view of an online customer statement.  A customer would only have the option to print  and make a payment (assuming there are available electronic payment options, such as credit card, eCheck or PayPal).  When printing the statement is formatted with the customer address and payment address.

You can log into a test club with Online Billing with the following users (username / password):

system operator: hrohl / 936127

general user: jmiller / millertest

The following pdf document shows some of the screens used by Online Billing.  Since there are many different configuration options for Online Billing, this might not be exactly how your screens would work.  Let us know if you have any questions about your particular billing needs.